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TROY UNIVERSITY
GRADUATE
ASSISTANTSHIPS AND FELLOWSHIPS
GUIDELINES
FOR
INSTITUTION-WIDE ADMINISTRATION
2006
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TROY UNIVERSITY
GUIDELINES FOR
GRADUATE ASSISTANTSHIPS AND FELLOWSHIPS
PURPOSE OF GRADUATE ASSISTANTSHIP/FELLOWSHIP PROGRAM
The objectives of the Graduate Assistantship/Fellowship program are to provide
professional experiences that complement graduate instruction and research while
contributing financial assistance to students pursuing graduate degrees. This
assistantship/fellowship program is designed to aid in the successful completion of the
degree pursued and to enhance career opportunities through applied professional
experiences.
The Graduate Assistantship/Fellowship Program is administered by the Dean of
the Graduate School. Additional questions regarding this program should be directed to
the Dean of the Graduate School.
COMPLIANCE
Troy University (TROY) is an equal opportunity/affirmative action employer.
The University does not discriminate on the basis of race, color, sex, age, pregnancy,
national origin, or disability, and no qualified person shall, on the basis of disability, be
excluded from participation in, be denied the benefits of, or otherwise be subjected to
discrimination under any program or activity that receives or benefits from federal
assistance.
GENERAL ELIGIBILITY
To qualify for a Graduate Assistant/Fellow appointment, a student must satisfy
the following general eligibility requirements. Additional eligibility requirements may
exist according to teaching and/or research positions.
1. Must possess an undergraduate degree with an excellent academic record;
2. Must be admitted to a graduate program at Troy University;
3. Must be pursuing a graduate degree in the field to which assigned or in a
related field that the student has substantial background;
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4. Must be registered in the Graduate School for at least six graduate
semester credit hours during a regular semester or at least six graduate
semester credit hours for the Summer term.
An exception to this requirement may be made by the Dean of the
Graduate School under the following conditions:
a) If a student is classified as a graduate student and is required to
take undergraduate courses for the graduate degree, either a
minimum of nine undergraduate hours or a minimum of three
graduate hours and six undergraduate hours must be taken to
qualify for a graduate assistantship.
b) If a student has made satisfactory progress toward obtaining the
graduate degree and needs fewer than six graduate hours to
complete the degree, the student may be considered for an
assistantship.
6. When tuition scholarship is included in the graduate assistantship, this
award may impact the student's eligibility for federal programs of
financial assistance. Students are responsible for checking with the Office
of Financial Aid.
7. International graduate students must be in compliance with all
Immigration and Naturalization Service (INS) requirements.
8. Students who are required to submit Test of English as a Foreign
Language (TOEFL) scores as part of their graduate admission
requirements must have a score of 550 (or a score of 213 on the computer
based test) or higher to be considered. Additionally, evidence of English
language proficiency may be required for some positions.
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GRADUATE ASSISTANTSHIPS AND FELLOWSHIPS
Graduate Administrative Assistant (GAA)
Graduate Administrative Assistant (GAA) – Graduate students who are enrolled at the
University and employed to support various academic, administrative and service
functions of the University:
Appointment Criteria: All candidates must be eligible for and seeking graduate
admission. Once admitted to the graduate program, the student must maintain a
3.0 grade point average and make satisfactory progress toward the degree in order
to continue as a Graduate Administrative Assistant.
Remuneration: Remuneration is not to exceed $6,500 per calendar year paid
over 12 installments and receive an institutional scholarship for out-of-state
tuition.
Academic Enrollment: A Graduate Administrative Assistant must be enrolled as
a graduate student and comply with the appropriate academic course load and
work loads. The work load for full-time Graduate Administrative Assistants will
not exceed an average of 20 hours per week over the term of the appointment.
Minimum full-time graduate enrollment will vary according to the graduate
assistant’s work assignment and in accordance with the current Graduate
Catalog. The FTE assignments for graduate students are represented in the table
below.
Minimum Graduate Maximum
Graduate
Work Load Academic Course Load Academic Course Load
1.0 (20 contact hours) 6 sh 9 sh
0.50 (10 contact hours) 9 sh (overload permitted)
The academic dean of the discipline and the Dean of the Graduate School must
approve, in writing, exceptions to the above guidelines.
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Performance Evaluations: The supervisor must conduct a job performance
evaluation (see Appendix 3) once each semester and counsel the Graduate
Administrative Assistant accordingly. Failure to perform required duties may
lead to immediate cancellation of the assistantship (See Appendix 3).
Reappointment: Reappointment depends on satisfactory performance, funding
availability, and the supervisor’s endorsement.
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Graduate Research Assistant (GRA)
Graduate Research Assistant (GRA) – Graduate Research Assistants are graduate
students who are unconditionally admitted to the Graduate School. Graduate Research
Assistants must be enrolled at the University and employed to assume research-oriented
responsibilities within the University under the supervision of a full-time faculty member.
The research may or may not be a research thesis project.
Appointment Criteria: All candidates must be unconditionally admitted to the
graduate program. Successful candidates must maintain a 3.0 grade point average
and make satisfactory progress toward the degree in order to continue as a
Graduate Research Assistant.
Remuneration: Remuneration is not to exceed $7,000 per calendar year and
receive an institutional scholarship for out-of-state tuition.
Academic Enrollment: A students who serves as a Graduate Research Assistant
must be enrolled as a graduate student and comply with the appropriate academic
course load and work loads. The work load for full-time Graduate Research
Assistants will not exceed an average of 20 hours per week over the term of the
appointment. Minimum full-time graduate enrollment will vary according to the
graduate assistant’s work assignment and in accordance with current Graduate
Catalog as listed in the table below.
Minimum Graduate Maximum Graduate
Work Load Academic Course Load Academic Course Load
1.0 (20 contact hours) 6 sh 9 sh
0.50 (10 contact hours) 9 sh (overload permitted)
The academic dean of the discipline and the Dean of the Graduate School must
approve, in writing, exceptions to the above guidelines.
Performance Evaluations: The supervisor must conduct a job performance
evaluation (see Appendix 3) once each semester and counsel the Graduate
Research Assistant accordingly. Failure to perform required duties may lead to
immediate termination of the assistantship.
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Reappointment: Reappointment depends upon satisfactory performance,
funding availability, and the supervisor’s endorsement.
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Graduate Teaching Assistant (GTA)
Graduate Teaching Assistant (GTA) – Graduate Teaching Assistants are graduate
students who have been unconditionally admitted to the University, who have earned 18
graduate semester hours in the teaching discipline and who are employed in an
instructional role in a class within a specific academic unit. Graduate Teaching
Assistant’s may be assigned duties equivalent to adjunct faculty, to include, but not
limited to preparing lectures, lecturing, conducting classes and study sessions,
administering exams, grading exams, and papers, and assigning course grades. All GTA’s
must be under the direct supervision of a faculty member experienced in the teaching
discipline, receive regular in-service training, and have planned and periodic evaluations
by their supervisor. See qualification criteria listed below prior to applying.
Appointment Criteria: All candidates must be unconditionally admitted to the
graduate school. Successful applicants must maintain a 3.0 grade point average
and make satisfactory progress toward the degree in order to continue as a
Graduate Teaching Assistant.
Graduate Teaching Assistant Qualifications for Teaching Lower Level
Undergraduate Courses:
Graduate Teaching Assistants have the primary responsibility for teaching a
course for credit and/or for assigning final grades for such a course. With few
exceptions (see below), the student must have earned a master’s in the teaching
discipline or completed at least 18 graduate semester hours in the teaching
discipline, teach under the direct supervision of a faculty member experienced in
the teaching discipline, receive regular in-service training, and have planned and
periodic evaluations by their supervisor.
The 18 graduate semester hour course requirement does not apply to graduate
teaching assistants engaged only in assignments such as assisting in laboratory
sessions and preparations, teaching physical education or other activity courses,
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attending or helping prepare lectures, grading papers, keeping class records, and
conducting discussion groups.
The University may appoint Graduate Teaching Assistants whose first language is
not English with documented “evidence” of proficiency in spoken English. (Such
evidence would include a score of 50 or higher on the Test of Spoken English
(TSE), a score of 90 or higher on the Michigan Test of Spoken English
(MTSE), or certification by the Director of the American English Language
Group.
The University will provide a structure for administrative oversight at a level
above that of the individual academic unit forGraduateTeaching Assistants to
ensure conformity with institutional policies and procedures.
Graduate Teaching Assistant Qualifications for Teaching in Developmental
Programs:
Graduate teaching assistants who teach in developmental programs must
hold a baccalaureate degree in a discipline related to the teaching
assignment and have either teaching experience in a discipline related to
the assignment or graduate training in developmental education.
Remuneration: Remuneration is not to exceed $7,500 per calendar year and
students receive an institutional scholarship for out-of-state tuition.
Academic Enrollment: A Graduate Teaching Assistant must be enrolled as a
graduate student. A Graduate Teaching Assistant may not enroll in a course that
he or she teaches. The work load for full-time a Graduate Teaching Assistant will
not exceed an average of 20 hours per week over the term of the appointment.
Minimum full-time graduate enrollment will vary according to the Graduate
Assistant’s work assignment and in accordance with the current Graduate
Catalog as represented in the following table.
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Minimum Graduate Maximum Graduate
Teaching Load Academic Course Load Academic Course Load
1 (1 – 3 sh class) 6 sh 9 sh
2 (2 – 3 sh classes) 3 sh 6 sh
1 (1 - 1 sh class) 9 sh (overload permitted)
2 (2 - 1 sh classes) 9 sh (overload permitted)
3 (3 – 1 sh classes) 6 sh 9 sh
The academic dean of the discipline and the Dean of the Graduate School must
approve exceptions to the above guidelines in writing.
Performance Evaluations: The supervisor must conduct a performance
evaluation (see Appendix 3) once each semester and counsel the Graduate
Teaching Assistant accordingly. Failure to perform required duties may lead to
immediate termination of the assistantship.
Reappointment: Reappointment depends upon satisfactory performance,
funding availability, and the supervisor’s endorsement.
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Graduate Administrative Fellowship (GAF)
Graduate Administrative Fellow (GAF) – Graduate Administrative Fellows are
graduate students who are enrolled at the University and employed to support academic
and administrative functions of the University:
Appointment Criteria: All candidates must be eligible for and seeking graduate
admission. Successful candidates must maintain a 3.0 grade point average and
make satisfactory progress toward your degree in order to continue as a Graduate
Administrative Fellow.
Remuneration: The Graduate Administrative Fellowship is totally sponsor-
funded (grant- and/or contract-supported funds) and may not exceed $18,000 per
calendar year and may include an institutional scholarship for out-of-state tuition,
if applicable. Should sponsored funding be withdrawn or terminate during a
contract period, the fellowship will terminate without additional notice and the
University is in no way financially obligated.
Academic Enrollment: A Graduate Administrative Fellow must be enrolled as a
graduate student and must comply with the appropriate academic course load and
work loads. The work load for a full-time Graduate Administrative Fellow will
not exceed an average of 20 hours per week over the term of the appointment.
Minimum full-time graduate enrollment will vary according to the graduate
fellow work assignment and in accordance with the current Graduate Catalog as
provided in the following table.
Minimum Graduate Maximum Graduate
Work Load Academic Course Load Academic Course Load
1.0 (20 contact hours) 6 sh 9 sh
0.50 (10 contact hours) 9 sh (overload permitted)
The academic dean of the discipline and the Dean of the Graduate School must
approve, in writing, exceptions to the above guidelines.
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Performance Evaluations: The supervisor must conduct a performance
evaluation (see Appendix 3) once each semester and counsel the Graduate Fellow
accordingly. Failure to perform required duties may lead to immediate
termination of the fellowship.
Reappointment: Reappointment depends upon funding availability, satisfactory
performance and the supervisor’s endorsement.
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Graduate Research Fellowship (GRF)
Graduate Research Fellow (GRF) – Graduate Research Fellows are students who have
been unconditionally admitted to the Graduate School and enrolled at the University.
The Graduate Research Fellows are employed to perform research-oriented
responsibilities within the University, under the supervision of a full-time faculty
member. The research may or may not be a research thesis project.
Appointment Criteria: All candidates must be unconditionally admitted to the
graduate school. Successful candidates must maintain a 3.0 grade point average
and make satisfactory progress toward the degree in order to continue as a
Graduate Research Fellow.
Remuneration: Graduate Research Fellowships are only awarded when external
research funds* are available. If matching funds are required to acquire grant
funding, the University contribution will not exceed $7,000 per calendar year and
may include an institutional scholarship for out-of-state tuition, if applicable. The
maximum remuneration for Graduate Research Fellowships (external funds and
matching internal fund) is $18,000. Should sponsored funding be withdrawn or
terminate, the position will terminate without additional notice.
* External funds are defined as those funds coming to the university that are not
currently under TROY’s or the TROY Foundation’s control.
Academic Enrollment: A Graduate Research Fellow must be enrolled as a
graduate student and comply with the appropriate academic course load and work
loads. The work load for a full-time Graduate Research Fellow will not exceed an
average of 20 hours per week over the term of the appointment. Minimum full-
time graduate enrollment will vary according to the graduate fellow’s work
assignment and in accordance with the current Graduate Catalog as provided in
the following table.
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Minimum Graduate Maximum Graduate
Work Load Academic Course Load Academic Course Load
1.0 (20 contact hours) 6 sh 9 sh
0.50 (10 contact hours 9 sh (overload permitted)
The academic dean of the discipline and the Dean of the Graduate School must
approve, in writing, exceptions to the above guidelines.
Performance Evaluations: The supervisor must conduct a performance
evaluation (see Appendix 3) once each semester and counsel the Graduate Fellow
accordingly. Failure to perform required duties may lead to the immediate
termination of the fellowship.
Reappointment: Reappointment depends upon funding availability, satisfactory
performance, and the supervisor’s endorsement.
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PERIOD OF APPOINTMENT
Graduate Assistants and Fellows are appointed for a specified period. The
awarding of an assistantship or fellowship does not imply future employment.
A graduate student making satisfactory progress toward a degree will be eligible
for an assistantship or fellowship for a maximum of twenty-four months. The Dean of
the Graduate School may make exceptions to this time limit on an individual basis upon
the request of the respective department. Application forms for assistantships/fellowships
are available through the office of the dean of the discipline or the Troy University
webpage (http://www.troy.edu/graduateschool/financialaid.htm).
TERMINATION
A graduate award may be terminated prior to the end of the appointment period
for any of the following reasons:
1. The student is no longer enrolled in the College of Graduate Studies.
2. The student is registered for fewer than six graduate semester credit hours
during a regular semester or at least six graduate semester credit hours for
the summer term (Exception: (a) If a student has made satisfactory
progress toward obtaining the graduate degree and needs fewer than six
graduate hours to complete the degree during the last semester, an
exception may be granted by the Dean of the Graduate School. (b) If a
student is classified as a graduate student and is required to take
undergraduate courses for the graduate degree, either a minimum of nine
undergraduate prerequisite hours or a minimum of three graduate hours
and six undergraduate hours must be taken to qualify for a graduate
assistantship.
3. The student's performance is determined to be unsatisfactory by the
employing academic unit.
The office of the Dean of the Graduate School must be notified, in writing, by the
employing academic unit upon termination of any Graduate Assistants and Fellows.
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RIGHTS AND RESPONSIBILITIES
The Graduate Assistant/Fellow will be notified in writing of all decisions that
affect his or her status as an assistant/fellow. Advance notification of evaluation
procedures and a summary of the completed evaluation will be provided each affected
individual.
It is important to resolve, as early as possible, any disagreement that may arise
between assistants/fellows and immediate supervisors. Should a problem arise in the
work assignment, the graduate student has the right to initiate a grievance or to appeal a
decision through the channels specified below.
The student shall first inform the immediate supervisor of the problem and, if
necessary, appeal to the department chair or dean of the discipline. If the matter cannot
be resolved in an informal manner, the following formal grievance procedure shall be
followed:
1. If the grievance cannot be resolved in discussion with the immediate
supervisor, a formal, written complaint must be filed with the Department
Chair within three (3) working days after the conference described above.
The Department Chair must give a written decision on the grievance
within three (3) working days after receipt of the complaint.
2. If the grievance is not resolved with the Department Chair, a written
appeal may be filed with the dean of the discipline not later than three (3)
working days of receipt of the Department Chair’s written decision on the
grievance.
3. If the grievance is not resolved with the dean of the discipline, a written
appeal may be filed with the Dean of the Graduate School not later than
three (3) working days of receipt of the dean of the discipline’s decision
on the grievance. The decision of the Dean of the Graduate School is
final.
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Appendices
Appendix 1: Application for Graduate Assistantship or Fellowship
Appendix 2: Financial Summary Sheet
Appendix 3: Job Performance, Duties and Evaluation
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Appendix 1
TROY UNIVERSITY
APPLICATION FOR
GRADUATE ASSISTANTSHIP OR FELLOWSHIP
To complete your application, you must attach:
1. Resume or Curriculum Vitae
2. Copy of Application for Graduate Admission
3. Copy of all transcripts.
4. Additional requirements of the department (refer to the website.)
COMPLETED APPLICATION PACKETS ARE DUE NO LATER THAN FEBRUARY 15.
In the event a Graduate Assistantship or Fellowship becomes available during an academic year, previously
unsuccessful applicants and new applications will be considered.
Name: ___________________________________ Telephone: ( ) __________________________
Email: ___________________________________ Beginning date of Graduate studies: ___________
Address: _________________________________
_________________________________________
_________________________________________
Intended graduate program of study: ___________________________ Concentration : ________________
List any other financial aid, scholarships, grants, or funding amounts that you have applied for or are
currently receiving:
______________________________________________________________________________________
______________________________________________________________________________________
EDUCATION
College or University Degree Date Received Location Major & GPA
Please return completed form and transcripts of all academic work to the OFFICE OF THE DEAN OF THE
COLLEGE THAT YOU ARE APPLYING. NOTIFICATION OF AWARD WILL BE APRIL 15.
I hereby affirm that all information is complete and accurate and I understand that withholding information
requested or giving false information shall render me ineligible for a Graduate Assistantship or Fellowship.
I further agree to comply with all policies and procedures of the University.
Student Signature _____________________________________ Date______________
To be completed by University Personnel ONLY.
Name of immediate Signature Requested Recommended/ Not $ Amount
Supervisor Requested
Dean of College Signature Recommended/ Not
Dean of Graduate School Signature
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Appendix 2
TROY UNIVERSITY
GRADUATE ASSISTANTSHIP/FELLOWSHIP
FINANCIAL SUMMARY SHEET
(This form must be attached to Application and Personnel Action form.)
Student Name:______________________________________________________________________
Position Applying for: _____________________________________________________________
Budget Unit applying with:___________________________________________________________
Period Covered by Assistantship/Fellowship:_________________________________
Graduate Degree Sought: __________________________________________
Immediate supervisor: __________________________________________
To be completed for Graduate Assistantships only.
Type of Assistantship: _____Administrative ($6,500) _____ Research ($7,000) _____ Teaching ($7,500)
Amount $ Amount Budgeted Budget Line Name & Number Total “Allocated
Allowed Requested (Yes/No) (e.g. 6013 GA Administrative; 6032 Budget” Amount
GA Research; 6033 GA Teaching)
Is Institutional Scholarship equal to Out-of-State Tuition waiver amount Requested: ____NO ____ YES
Estimated Amount $ _________ (How to calculate: # of sh for AY x Current semester hour rate)
Signature of Chair/Dean ________________________________ Date ___________________
This section to be completed for Graduate Fellowships only.
Type of Fellowship: _____ Administrative (Not to exceed $18,000) _____ Research (Not to exceed $18,000)
External Funding Source:
______________________________________________________________________________________
Is Project Awarded and is Funding Secured? __________________________________________________
Are TROY matching funds required? _____ NO _____ YES Estimated Amount $ __________*
(* How to calculate: # of sh for AY x Current semester hour rate)
Is the TROY Foundation involved? _______ NO ______ YES Complete last section on page.
Provide Accounting Information for Grant or Contract
$ Amount $ Amount Budgeted Budget Line Item Total “Allocated
Allowed Requested for Grant (Yes/No) in Name & Number Budget” Amount
Account Submitted (Indicate one line item
Grant number per line)
$ $ $
$ $ $
Use section below only if matching funds are required for grant or contract.
Troy University Accounting Information
$ Amount Allowed $ Amount Budgeted Budget Line Name & Total $ Amount in
Requested (Yes/No) Number Budget line
number
$ $ $
$ $ $
Budget revision (if needed) must be attached.
Signature of Contract/Grant Office ________________________________Date ___________________
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Appendix 3
TROY UNIVERSITY
GRADUATE ASSISTANTSHIP/FELLOWSHIP
JOB PERFORMANCE, DUTIES AND EVALUATION
Conduct Each Semester
STUDENT: _______________________________________
IMMEDIATE SUPERVISOR: ______________________________________
PERIOD COVERED: _______________________________________
JOB DUTIES: (To be completed by the immediate supervisor in conference with the Graduate
Assistant/Fellow.)
1. Describe clearly what is expected of the graduate assistant/fellow on a routine basis.
2. Describe special projects that you may require of the graduate assistant/fellow.
3. When should the graduate student contact you, daily, weekly, on what schedule?
_________________________________ ___________________________________
ImmediateSupervisor / Date Graduate Assistant/Fellow / Date
(Signed copy provided to the Graduate Assistant/Fellow; Original to file)
PERFORMANCE:
4. Please indicate the extent you agree or disagree with the following statements:
Not Strongly Strongly
To what extent has the graduate assistant: Required Disagree * Disagree * Agree Agree
…demonstrated adequate skills for the job
required.
…demonstrated adequate research skills
…been available when attention to a
task/project was required.
…completed assignments accurately.
…completed assignments on time.
…met overall expectations.
5. I recommend: ____continuing the student's assistantship/fellowship
____not continuing the student's assistantship/fellowship*
REMARKS: [*Please note specifics that support your response for items that are marked with an
asterisk. In those events, also note the dates that you discussed shortcomings with the student].
My signature acknowledges that I have read the evaluation, but does not necessarily signify agreement. I
understand that any written statement I wish to make regarding this report will be attached to all copies of
the evaluation.
Student’s Signature: ___________________________________ Date: ______________
Supervisor's Signature: ________________________________ Date: ______________
Copies:
1. Supervisor’s original to be sent to the Office of the Dean of the Graduate School.
2. Copy to be kept in department file.
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